For agencies🔔 Notifications & Messaging
Send receipts and confirmations to customers
Send a customer a booking receipt and a “who’s covering” confirmation, one job at a time, each with a printable PDF.
Confirmations are sent by hand, per job, only when you choose to. There are two of them: a receipt when you book the job, and a “who’s covering” confirmation once every interpreter slot is filled. Each is simply Sent or Not sent, and there is no separate outbox page or badge to keep clearing.
Step by step
- 1When you book a job, tick “Send Receipt Confirmation to” and pick a recipient to email the receipt the moment the job is saved. Leave it unticked to send nothing.
- 2The recipient dropdown lists the customer’s requestors and billing contacts (pre-selected to the requestor), plus Print and Save as PDF if you’d rather not email.
- 3You can also send the receipt later: open the job on the dispatch board and use the Send button on the Receipt confirmation row.
- 4Once every slot on a job is filled, a small mail icon appears on the job’s chip. Click it (or open the job) to send the “coverage” confirmation, a customer email naming who is covering.
- 5Each row on the job card shows Sent or Not sent, so you can see at a glance what has gone out and resend if needed.
Tips
- The confirmation PDF is built for external customers and intentionally leaves out the consumer (patient) name to stay PHI-free.
- Print and Save as PDF mark the job as sent too, and stamp the time on the document, because plenty of customers still want a confirmation by fax or on paper, and that is just as sent as an email. Email restamps every time you resend; printing or downloading again later keeps the original time, so pulling a copy for your files never rewrites the record.
- If coverage changes after you sent the confirmation (an interpreter is removed and the job needs refilling), the coverage status resets to Not sent so you can resend with the corrected names.
- Turn the whole feature on or off in Settings → Operations → the Confirmations Workflow toggle. When it’s off, the booking checkbox, card send buttons, and chip icon are all hidden.
- The first-stage document is titled "Assignment Request Received", so a customer can tell an acknowledgement of the booking apart from the final confirmation naming the interpreter.
- Confirmation emails label the row "Language" rather than "Service", which is what customers were reading it as anyway.
- There is a sign-and-return version carrying your full letterhead with ruled signature and date lines, for customers who need a signed copy back.
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